Office Assistant (OA3) - Facilities Team

State of Washington; Tumwater (WA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Flexible work schedules

Infants at Work Program

Tuition reimbursement

Professional growth programs

LinkedIn Learning access

Safety and wellness program

Community involvement

Commuter benefits and EV charging

Job summary

Department of Retirement Systems (DRS) seeks an Office Assistant for its Facilities Team in Tumwater, WA. The role involves mail processing, stock management, and delivering materials across the building. The position is on-site with no telework option and supports emergency response operations.

The candidate will perform set-up for agency events and assist with daily operations to ensure smooth workflow and service excellence for internal customers.

Qualifications

• 1–2 years of general clerical, mail processing or related duties.
• Ability to lift up to 50 pounds with proper equipment.
• Valid Washington State driver’s license is required.
• Proficiency with Microsoft Outlook, Word and Excel (2016 or newer).
• Competencies: Managing workloads, Accountability, Attention to detail, Dependability, Communication, Coordinating and organizing, Independence, Learning and growth, Meeting the needs of others.

Responsibilities

• Process daily mail from USPS and other carriers.
• Maintain inventory and stock levels in the supply room.
• Deliver boxes and printed materials (up to 50 pounds) to various locations.
• Assist with event setup and takedown for agency functions.
• Be an on-site member of the Emergency Response Team.

Skills

Clerical duties

Mail processing

Lifting up to 50 lbs

Microsoft Outlook

Microsoft Word

Microsoft Excel

Work scheduling

Customer service

Job description

Would you thrive in an inclusive environment where teamwork and great service are a top priority, and your work makes everyone else’s day easier? Would you take pride in keeping daily operations running smoothly, from processing mail to keeping supplies stocked and delivered where and when they are needed? If this sounds like you, the role of Office Assistant on the Facilities Team at the Department of Retirement Systems could be the best next step for you!

In-person interviews will be tentatively scheduled between November 13 and November 20, 2026.

We are looking for a motivated, dependable Office Assistant to perform a variety of critical functions within the agency’s Facilities Team, including processing agency mail, maintaining inventory and stock levels for the agency’s supply room, picking up and delivering printed materials and boxes, and participating as a member of the agency’s Emergency Response Team.

Some of what you’ll do:

• Drive to and from the United States Postal Service facility every day to pick up morning mail
• Receive, open, screen, review, date stamp, and route incoming US mail, interagency, and private carrier mail in accordance with established procedures
• Process incoming negotiables in accordance with agency policy and deliver incoming cash receipts to the Fiscal cash room
• Sort outgoing mail for pickup and processing and advises and assists team members regarding mail procedures and deadlines
• Maintain agency supply room stock levels for general office supplies and reorders when necessary to maintain adequate supply
• Deliver boxes of copy paper, weighing up to 50 pounds each, to printer locations throughout the building (with appropriate equipment)
• Monitor agency envelope usage and ensures appropriate stock is available for upcoming mailings
• Pick up and deliver printed materials and boxes, some weighing up to 50 pounds (with appropriate equipment)
• Perform set-up and take-down duties for agency events, meetings or special functions
• Participates as a member of the Emergency Response Team.

Schedule: The work schedule for this position is 40 hours per week, Monday through Friday, with a 7:00 or 7:30 am start time. Due to the nature of the work, this position is expected to be on-site every day at the DRS office building in Tumwater, Washington. There is no telework option for this position.

What we’re looking for (required qualifications):

Experience can be gained through various combinations of professional or relevant lived experience, including volunteer or other personal experience. Experience may be concurrent.

• Professional, volunteer or lived experience performing work directly related to the duties and responsibilities of this position. This experience is typically earned through up to two (2) years of full-time experience providing general clerical, supply, mail processing or other relevant duties.

• Demonstrated ability to lift up to 50 pounds, with appropriate equipment and tools.

• A valid Washington State driver’s license.
• Demonstrated proficiency with Microsoft Outlook, Word and Excel (preferably version 2016 or newer).
• Demonstrated proficiency in the following competency areas:

MANAGING WORKLOADS - Organizes multiple assignments to produce work products that are accurate, thorough, and on time. Use documented procedures and basic logic to process work, complete tasks, and solve problems.

ACCOUNTABILITY - Understands the link between job responsibilities and organizational goals. Manages their own performance to meet expectations and achieve expected results. Holds self accountable for decisions, actions, and behavior.

ATTENTION TO DETAIL - Plans and organizes time and resources efficiently. Follows processes and procedures in the completion of work. Carefully monitors the details and quality of work and double-checks work product to ensure accuracy and consistency.

DEPENDABILITY - Shows commitment, dedication, and accountability in work. Works effectively and fulfills commitments made to customers, peers, and team members. Is reliable in punctuality and attendance; can be counted on to get things done.

COMMUNICATION - Effectively conveys information in writing and through the spoken word, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Sees communication as a vital component of high performing teams.

COORDINATING AND ORGANIZING - Effectively organizes work and coordinates activities, services, and schedules to ensure smooth and efficient operation of work. Is an effective communications link and reliable source of information for others. Keeps interested parties informed of the status of events.

INDEPENDENCE/SELF-MANAGEMENT - Is a self-starter; demonstrates initiative and motivation in completing their assigned workload. Delivers on commitments made to others. Maintains focus and effectiveness; is a visible role model for others.

LEARNING AND GROWTH - Demonstrates a growth mindset by actively seeking opportunities to learn, improve, and expand capabilities. Displays curiosity about new ideas and perspectives and an openness to innovation, change, and feedback. Takes responsibility for personal learning by identifying and communicating needs and challenges, and applying new knowledge to navigate systems, tools, and processes. Reflects on experiences to identify strengths and areas for improvement, using learning to make government programs and processes more efficient and effective in serving the people of Washington.

MEETING THE NEEDS OF OTHERS - Demonstrates empathy, flexibility, and responsiveness when interacting with customers, colleagues, and community members. Understands that others have varied needs and perspectives and adapts communication and actions accordingly. Builds relationships and collaborates to increase access, opportunity, and positive outcomes for all. Balances and considers all parties’ needs when developing solutions, ensuring equity, respect, and service excellence in every interaction.

References, Personnel File Review, and Background Checks

• DRS requires at least two professional references including a professional reference from your current or most recent supervisor.
• If you are a current or recent state employee, we will also review your personnel file as part of our selection process;
• A job offer is contingent upon completion of a background check that includes a criminal record review.

Union Membership

• This position is part of a bargaining unit represented by the Washington Federation of State Employees (WFSE).

Certified Candidate Pool

• This recruitment may be used to fill future similar vacancies for up to sixty (60) days.

Why Work for DRS?

At DRS, we are one team. We administer eight public retirement systems, 15 retirement plans, and the Deferred Compensation Program, and we serve over 930,000 current and former public employees in Washington. Our customers include fire fighters, teachers and school employees, state and local government employees, and public safety and law enforcement officers.

Regardless of what our specific duties may be, we are all dedicated to one purpose: ensuring our members have the information, tools, expertise and services that ensure they receive the retirement benefits earned while in public service. We foster a diverse and inclusive environment where team members are fully engaged and supported in meeting (and exceeding) our customers’ expectations. All DRS leaders are focused on providing coaching, mentoring, resources and support that team members need to be successful.

DRS offers a generous benefits package that includes membership in the Public Employees Retirement System, health, dental and vision coverage and participation in the Deferred Compensation Program. Also, as a public service employee you may also be eligible for student loan forgiveness. (See the Benefits tab at the top of this post for more information).

Other perks include:

• Flexible work schedules
• Infants at Work Program
• Tuition reimbursement
• Opportunities for professional growth
• Access to LinkedIn Learning
• Commitment to team member safety and wellness
• Community involvement and charitable giving opportunities
• Commute Trip Reduction Program
• Free Parking and EV Chargers available

Veteran's Preference: Applicants wishing to claim Veteran's Preference should attach a copy of their DD214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or redact any personally identifiable information such as social security numbers and year of birth. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.

The Washington State Department of Retirement Systems is an equal opportunity employer supporting diversity, equity and inclusion. DRS does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability.

If you need assistance with the online application or have questions regarding the recruitment, please contact Human Resource office at [e-mail] Persons of disability needing assistance in the application process, or those needing this announcement in an alternate format, may call the Human Resources Office at [phone] or TTY Relay Service at 711.

Come join the DRS team!